When an employee is moving on from your organization there are a few things to do prior to them leaving and being removed from your Way We Do account.
This article summarizes these activities for you.
Activities for all Team Members
The following activities should be performed for all team members who are leaving.
Complete / Reassign active processes
If the employee has any active processes they're running, it's a good idea for them to complete the process, or for you to reassign the process to a new collaborator if it's not possible for them to complete it prior to their last day.
Conduct an Instance Search
Start by conducting an Instance Search for the employee. From your Dashboard, select the dropdown next to the Search and select Advanced Search
Select the dropdown again and choose Instances
Click + Add Filter twice to add two filters to the Advanced Search
Select Status for the first filter, click in the field and choose Active, Awaiting Supervisor Invite, and Awaiting Supervisor Sign-off
On the second filter, choose Collaborator, then in the field begin typing, then select, the employees name
Select Show results. It will then display a list of all processes the employee is involved in that are incomplete
Work through each process and either complete the activity, or re-assign the process to another collaborator. Tip: you can select the arrow to see extra details of the instance. Click the instance title to go to the process
Re-assigning the process to a new collaborator
Administrators have the ability to add new collaborators to any checklist instance in your Way We Do account. Where appropriate, the work can be reassigned to another employee prior to, or after, the employee exits the business.
Locate and view the process you'd like to add a new collaborator to
Select the Invite a collaborator button (immediately to the left of the Close button)
From the pop-up, choose the additional collaborators that you want to invite, then select the Invite button
Complete Supervisor Sign-offs
Have the employee check their Dashboard for any processes assigned to them for Supervisor sign-off. This can be found on the fourth tab.
They can select each item, review the process, and perform the sign-off
Review Schedules & Reminders
The employee may be assigned to a Schedule or Reminder that will require reassignment. The Schedules & Reminders report will help you determine what actions need to be taken.
Schedules
Select Reports in the top right, then choose Schedules & Reminders Report
The report will display on the first tab which is for Schedules
Use the Responsibility column to locate any Schedules that are assigned to the employee - look for their name - and then choose to either reassign the activity or remove it
Next use the Responsibility column to locate any Schedules that are assigned to the employees role(s). If they're the only employee who completes the role at your organization, you'll need to either reassign the activity to a new role, assign the role to a different employee, or remove the Schedule
Tip: click the procedure name to view it and to amend the Schedule (by clicking the alarm clock icon)
Tip: head to Team Management to reassign roles for your team
Reminders
Select the Reminders tab
Use the Responsibility column to locate any Reminders that are assigned to the employees role(s). If they're the only employee who completes the role at your organization, you'll need to either reassign the activity to a new role, assign the role to a different employee, or remove the Reminder
Tip: click the procedure name to view it and to amend the Reminder (by clicking the alarm clock icon)
Tip: head to Team Management to reassign roles for your team
Complete Acceptances
If the employee has outstanding Acceptances to perform, you need to decide if you require these to be acknowledged prior to them leaving. If so, have the team member view the Acceptance on their Dashboard and complete it.
If it's not important for them to complete the Acceptance they can be left outstanding.
Note: when an employee is removed from your account, you'll no longer be able to access their acceptance information directly within Way We Do. You can request this information from us if it's required.
Activities for Editors & Administrators
The following activities should be performed for team members who also have Editor or Administration permissions in Way We Do.
I edit & I'm reviewing
A team member with either Editor or Administrator access should review the items they have in Draft or that are In Review prior to leaving.
Items in Draft
On the Dashboard in the Responsibilities section, select the I Edit option to view all items you have in Draft.
Review the items in the list and either:
Delete the draft
Publish the draft
Advise a colleague that the draft requires them to complete
I'm Reviewing
On the Dashboard in the Responsibilities section, select the I'm Reviewing option to view all items you're involved in the review for i.e. reviewing prior to Publish
Review the items in the list and either:
Complete your review
Invite someone else to perform your review
Revision Dates
As an Editor or Administrator, you may be assigned to the procedure for performing a revision. The revision reminder will need to be reassigned to another employee.
Select Reports then choose Revision Dates
In the Assigned To column, identify any that are assigned to the employee
Select the procedure, then adjust who the revision reminder will be sent to